The role provides administrative and file management support across the Healthcare team.
Overview
Role responsibilities include supporting the team and maintaining service expectations by translating needs into a responsive service. Work may come directly from the fee earner or via Practice Assistants.
Key Responsibilities
* Client Relationship Management
o Liaise with Practice Assistants to provide support to Client & Marketing for scheduling tender meetings, directory interviews, client training, etc.
o Liaise with Practice Assistants to enter, maintain and update interactions, adding new prospects, clients and contacts, activities and business development information.
o Ensure current knowledge of client-specific protocols and processes and integrate these into current practices.
* Administrative
o File management – updating and maintaining all files, ensuring documents are filed correctly and named in line with the business-wide naming conventions and folder structures (electronic and paper).
o File opening and closing – matters set up on the relevant document/case management system; undertake file closing/archiving procedures ensuring compliance at all times.
* Event Support
o Assist Practice Assistants in organising internal and external events, seminars and conferences, including arranging registers, delegations, travel, printing/sending materials, and promotional items.
o Order promotional goods and manage stock levels.
o Make room and taxi bookings, organise hand deliveries and courier requests, and handle ad-hoc requests.
o Print/copy/scan documents and support with high-volume printing as appropriate.
* Communication
o Liaise with team members on workload and ensure deadlines are met.
o Answer internal calls for other team members and take direction from Hub Leader, Practice Assistants and Legal Support Assistants.
* Financial
o Assist with billing and expenses as required.
* Processing
o Manage priorities and workload to meet deadlines and liaise with Hub Leader/Legal Support Managers as needed.
o Create and upload information to client data rooms per instructions from fee earners and assistants.
o Produce court bundles (paper and electronic) as instructed; ensure master bundle preparation and delivery arrangements comply with rules.
o Check client and internal data for accuracy and ensure compliance with firm policies and procedures.
o Process post and/or emails and ensure client correspondence is filed in the firm’s document management system.
* Customer Service
o Attend team meetings and update stakeholders on progress; liaise on work requirements and provide ongoing support where possible.
Essential Skills & Experience
* An effective communicator with professional liaison skills to internal and external clients; focused on delivering exceptional service.
* Good organizational skills and ability to manage time effectively in a fast-paced environment.
* Conscientious with personal accountability for work quality and delivery.
* Positive, adaptable attitude with a proactive approach to work.
* Excellent attention to detail and a customer/client service focus.
* Willingness to learn and develop; strong team player who can take on new responsibilities.
Technical Skills
* Relevant office-based administration experience.
* Aptitude for administration management and processes, with experience of document management/case management systems.
* Intermediate knowledge of Microsoft Office.
The Firm: Clyde & Co is a leading global law firm with a diverse client base across many sectors and locations. The firm is committed to an inclusive environment and to providing development opportunities for its people. We are an equal opportunities employer and value fairness and diversity in the workplace.
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